Invoice collections
Issue accurate coworking invoices, monitor payment status, and resolve overdue balances with documented human judgment and respectful escalation.
Primary roles: finance, operations-manager, owner-operator
Stages
1. Review and issue invoices
Finance verifies membership terms, usage, credits, taxes, and billing contacts before an invoice is finalized.
Manual tasks
- Review exceptions, credits, deposits, and tax treatment
- Approve corrections before sending the invoice
Automation opportunities
- Draft recurring invoices from approved account data
- Flag unusual amounts or missing billing details
Suggested tools
Risks
- Incorrect source data can create repeat billing errors at scale
2. Reconcile payments
Finance matches received funds, failed attempts, credits, and disputed items to the correct member account.
Manual tasks
- Investigate unmatched or partial payments
- Decide how to handle chargebacks and disputes
Automation opportunities
- Import payment status for finance review
- Produce an exception queue for unmatched transactions
Suggested tools
Risks
- Integration delays can trigger outreach for an invoice already paid
3. Follow up on overdue balances
A designated person reviews account context and applies the approved communication and escalation policy.
Manual tasks
- Contact the member and listen for billing or hardship issues
- Approve payment arrangements, service restrictions, or escalation
Automation opportunities
- Schedule policy-based reminders with a staff pause option
- Escalate disputed or high-risk accounts to a named reviewer
Suggested tools
Risks
- Aggressive automated reminders can damage relationships or breach local rules
Success metrics
- Invoice correction rate after issue
- Median days to resolve overdue undisputed balances
- Percentage of payment exceptions reviewed by a person within policy
Last reviewed: 2026-07-18